Quarterly Report: 2007, April - June (Q4), Port Graham

Community:
Port Graham 
Staff:
Tammy Helms  
DCRA Regional Office:
 
Gov't Type:
Federally Recognized Tribe 
Borough:
 
Agreement?
No 
Agreement Date:
 
Entity:
Native Village of Port Graham 
Population:
171  
Assessment Status:
 
Assessment Date:
 
Exp Date:
 
Last Updated:
8/6/2007 
Community Sanitation Overview:
Water is derived from a surface source, is treated and stored in a 50,000-gal. redwood tank. Port Graham has a piped water system and sewage disposal in a community septic tank. A sludge lagoon was recently completed. 66 homes and facilities are served by the system; almost 90% of households are fully plumbed. Port Graham Corporation operates the washeteria. The community has requested funds for a new 150,000-gal. water storage tank to provide better treatment and pressure, and to connect Duncan Heights Subdivision to the system. 
RUBA Status & Activities This Qtr:
On August 3, 2006 Tammy Helms met with the Port Graham Village Council staff to complete a RUBA Assessment of Management Capacity Indicators. City staff provided documentation supporting the conclusions in this report. 
RUBA Activities for the Coming Qtr:
The Port Graham Village Council has not met all of the essential capacity indicators. To meet all of the essential indicators the Village Council needs to adopt the drafted water/sewer ordinance. RUBA staff will continue to provide assistance for any essential and sustainable capacity indicators that are not being met.
Scores:
 
Essential Indicators:
25 of 26
Sustainable Indicators:
21 of 27
Total Score:
46 of 53

Finances

Essential Indicators
Answer Question
Yes All revenues and expenses for the utility are listed in the utility budget.
Yes The utility has adopted a balanced realistic budget.
Yes Monthly financial reports are prepared and submitted to the policy making board.
Yes The utility is current in paying all water/wastewater electric bills.
Yes The utility has on hand a year's adequate fuel supply or it has a financial plan to purchase an adequate supply.
Yes The utility is receiving revenues (user fees or other sources) sufficient to cover operating expenses.
Sustainable Indicators
Answer Question
No The utility is receiving revenues (user fees or other sources sufficient to cover operating expenses and Repair & Replacement (R) costs.
Yes YTD revenues are at a level equal to or above those budgeted.
Yes YTD expenditures are at a level equal to or below those budgeted.
Yes A monthly manager's report is prepared.
No Budget amendments are completed and adopted as necessary.
Finances Comments
The utility receives power from Homer Electric. All electricity bills are paid on time for the utility. The Port Graham Village Corporation runs the fuel distribution/sales. In the past year they have had some difficulty with fuel inventory due to fuel prices, although the Port Graham Village Council Administrator has been successful in negotiating an adequate fuel supply for the utility and Village Council facilities. The water and sewer revenues are not sufficient to cover operating expenses. Customers are charged $20.00 per month for water/sewer combined. The Village Council subsidizes its water and sewer utility through the general fund.

Accounting Systems

Essential Indicators
Answer Question
Yes The utility has adopted a collection policy and actively follows it.
Yes The utility bills customers on a regular basis.
Yes An accounts receivable system is in place which tracks customers and reports past due accounts and amounts.
Yes An accounts payable system is in place.
Yes The payroll system correctly calculates payroll and keeps records.
Yes A cash receipt system is in place that records incoming money and how it was spent.
Yes The utility has a cash disbursement system that records how money was spent.
Sustainable Indicators
Answer Question
Yes A chart of accounts is used that identifies categories in a reasonable, usable manner.
Yes Monthly bank reconciliations have been completed for all utility accounts.
Yes The utility has a purchasing system that requires approval prior to purchase, and the approval process compares proposed purchases to budgeted amounts.
Accounting Systems Comments
The Port Graham Village Council has an adopted water/sewer collection policy that is strictly enforced. If customers do not pay within the adopted timeline their water is turned off until payment is received. The Port Graham Village Council utilizes Cougar Mountain for accounts receivable, accounts payable and payroll. The system is set up properly and has been a tool in keeping the Port Graham Village Councils finances reliably. The Chart of Accounts identifies fixed assets with in the program. The Village Council implements a purchasing system that requires prior approval and a purchase order. The Administrator or First Chief must approve orders.

Tax Problems

Essential Indicators
Answer Question
Yes The utility has a system to accurately calculate, track, and report payroll tax liabilities.
Yes The utility is current on filing tax reports.
Yes The utility is current on making tax deposits.
N/A If there are any past due tax liabilities or recorded tax liens, a lien release has been issued or a repayment agreement has been signed and repayments are current.
Tax Problems Comments
As stated previously the Port Graham Village Council has a Cougar Mountain accounting system that accurately tracks, calculates and reports payroll tax liabilities. Currently the IRS Tax Advocate has reported the Port Graham Village Council is in compliance with the IRS. State Department of Labor indicates the Village Council is also in compliance.

Personnel System

Essential Indicators
Answer Question
Yes The utility has a posted workers compensation insurance policy in effect.
Sustainable Indicators
Answer Question
Yes The utility has adopted and uses a Personnel Policy, which has been reviewed by an attorney, AML or Commerce for topics and language.
Yes The utility has adequate written job descriptions for all positions.
Yes The utility has adopted and follows a written personnel evaluation process that ties the job description to the evaluation.
Yes The utility has an adequate written hiring process.
Yes The utility has personnel folders on every employee that contain at least: I-9, Job Application and Letter of Acceptance.
Yes The utility has a probationary period for new hires that includes orientation, job training/oversight, and evaluations.
Yes The utility provides training opportunities to staff as needed and available.
Personnel System Comments
The Port Graham Village Council has a posted workers compensation insurance policy in effect from 7/1/06 to 7/1/07. The Port Graham Village Councils current hiring process written with in the personnel policy. Job notices are posted with the job title and description for 10 days or until filled. Interested applicants apply within the Port Graham Village Council office. The Port Graham Village Council has a probationary period of 30 days for employees. Training opportunities to staff are provided as funds allow or opportunities by other sponsors come available.

Organizational Management

Essential Indicators
Answer Question
Yes The entity that owns the utility is known; the entity that will operate the utility is set.
Yes The policy making body is active in policy making of the utility.
Yes The policy making body enforces utility policy.
Yes The utility has an adequately trained manager.
Yes The utility has an adequately trained bookkeeper.
Yes The utility has an adequately trained operator or operators.
No The utility has adopted the necessary ordinances (or rules and regulations) necessary to give it the authority to operate.
Sustainable Indicators
Answer Question
No The utility has adopted an organizational chart that reflects the current structure.
Yes The policy making body meets as required.
Yes The utility complies with the open meeting act for all meetings.
Organizational Management Comments
The current utility operator is trained and has passed the OIT test in water treatment and distribution. He has been in his current position for 1.5 years. The Port Graham Village Council is historically an active policy making body that enforces set policies. The Village Council has a drafted water/sewer ordinance but has not yet adopted it.

Operation of Utility

Essential Indicators
Answer Question
Yes The utility operator(s) are actively working towards necessary certification.
Yes The utility has a preventative maintenance plan developed for the existing sanitation facilities.
Sustainable Indicators
Answer Question
Yes The manager receives a monthly O&M report from the utility operator and routinely "spot checks" the facilities to see that the maintenance items are being completed.
No The utility has a safety manual and holds safety meetings.
Yes Utility facilities have not suffered any major problems/outages due to management issues that are unresolved.
Yes The utility is operating at the level of service that was proposed.
Yes The operator provides status reports to the manager on a routine basis.
Yes The utility has completed and distributed its "Consumer Confidence Report".
Yes The utility is not on the "Significant Non-Complier" (SNC) list.
No The utility maintains an inventory control list.
No The utility maintains a critical spare parts list.
Operation of Utility Comments
Historically the utility operator reports to the Mayor or Vice-Mayor when there is a problem or he can foresee one. The utility was the second system within the State to receive the newly updated water treatment plant. The new plant is direct filtration with polymer addition. The utility has met all required drinking water regulations. The Port Graham Village Council is not currently on the SNC list for treatment technique violations and monitoring violations for Stage one and SWTR. The utility operator and Council attempt to keep needed critical spare parts on hand, although control and spare parts lists were not readily available. During the summer seasons the summer youth program has safety meetings but it is not held at other times in the year.